Children's Administration Assistant | Norfolk Community Health and Care NHS Trust

Posting date:	15 May 2025
Salary:	Not specified
Additional salary information:	£24,625 - £25,674 per annum
Hours:	Full time
Closing date:	14 June 2025
Location:	Norwich, NR3 2TU
Company:	Norfolk Community Health and Care NHS Trust
Job type:	Permanent
Job reference:	7209838/839-7209838-MP

Summary

To provide a comprehensive, general administrative and clerical service and contribute to the smooth running ofCYP Leadership Team.This post will involveprovidingsupport to thesenior management teamwhichincludes but is not limited totheOperations Director,Head ofService,and the management team.

An exciting opportunity has arisen to join NCH&C Children's Services to provide administration support to the children's management and senior management team.

You will work alongside the team to carry out essential admin to ensure the children's management team are supported in many areas of their job role, including diary management, processing orders, attending meetings to offer support and manning the email inbox which is utilised to send requests for support.

Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Find out more about working for our organisation here:

https://heyzine.com/flip-book/2565ae62eb.html

Main Duties & Responsibilities







To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload), which will include:
• Using a range of software programmes and audio-typing to produce minutes, maintain and distribute documents, including reports, spreadsheets, action logs, databases and presentations, which may include regularly dealing with matters of a complex and/or distressing nature. To share relevant reports and documents by uploading to relevant TEAMs pages as required.
• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
• Distributing incoming mail and ensuring that outgoing post is sent in a timely manner.
• Researching appropriate websites, downloading and circulating documents, as requested.
• Identify and report areas within working processes and procedures that could improve service delivery. To produce process guides or flowcharts to ensure processes are fit for purpose.
• Assist Managers in the HR and recruitment process for new starters and prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances. Signpost staff to provide information on Trust’s processes, i.e. HR, Mileage claims and answer general enquiries to assist staff, especially new starters. This can include advertising vacancies on the NHS recruitment system, TRAC, supporting with the scheduling and set up of interviews, including sending out interview invites on behalf of managers, and meeting candidates prior to interview, ordering equipment and uniform for new starters as necessary.
• Coordinating requests from management on the Vacancy Request Authorisation (VRA) tracker to support with the approval or rejection of requests in a timely manner.
• Understanding of a range of work procedures and practices, some of which are non-routine, which require a base level of theoretical knowledge. This is normally acquired through formal training or equivalent experience.
• To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring notes, issuing meeting invitations, formulating agendas, distributing papers, making internal and external room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. Where necessary, booking accommodation for staff to attend training or meetings, such as hotels, meeting venues, and supporting with populating the paperwork for bookings as necessary, such as filling out booking request forms, invoices and completing purchase orders.
• To undertake receptionist/telephonist duties, receiving and processing telephone and TEAMs calls, which may be urgent, liaising with health professionals to correctly process requests.
• To communicate with patients and stakeholders at an appropriate level providing clear information and guidance and dealing with patient’s fears and lack of understanding, exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
• To be responsible for the efficient use of office equipment and supplies, requisitioning, chasing authorisation and receipting goods and services on the NHS procurement system, PowerGate, and carrying out research into goods and services as directed.
• To monitor and respond to emails that come into the CYP Leadership shared mailbox in a timely manner following the shared inbox rota/schedule. This can include supporting with; Subject Access Requests (SARs), Freedom of Information requests, Health & Safety Alerts, Flexible Working Requests and any other ad-hoc tasks and requests.
• Assisting Senior Leaders with typing and formatting of confidential letters to staff, which can relate to staff sickness or performance, as well as typing meeting outcome letters and transcribing for investigations.
• Administratively supporting Senior Leaders with formal investigations, such as correspondence, attending meetings to take formal notes, using Dictaphones or other equipment to record meetings and produce dictations. This can involve hearing or typing matters of a complex and/or distressing nature.
• Inputting onto various databases and systems, e.g. TRAC, Cloudbooking, Microsoft Stream, SystmOne, Teams, HealthRoster, other ad-hoc systems and designated spreadsheets, within the required timescales and deadlines.
• Updating staff availability via HealthRoster to support management, which can include adding annual leave, study leave, on-call shifts, time owed in lieu (TOIL), balancing hours, running shift patterns and adding sickness episodes. Also supporting with calculating annual leave hours and adding this to staff’s entitlement. Liaising with the e-Rostering team regarding any changes to staff circumstances (changes in working hours, leavers, new starters etc).
• Supporting managers with staff mandatory training and PDP compliance, breaking down reports to collate information on staff who may be non-compliant, distributing data to relevant managers and where necessary, supporting with allocating time to senior managers to complete relevant training or participate in relevant meetings. This includes supporting managers with the scheduling of monthly supervisions, understanding staff rotas and managers diaries in order to effectively plan meetings at mutually convenient times.
• Supporting with the processing of study leave requests, tracking study leave requests and cross-checking the available budget for study leave requests. Booking staff onto various training courses, supporting with researching relevant higher-education courses for international recruitment, gathering specific course materials and supplying contact group information.
• Scheduling, coordinating and recording attendance at Safeguarding Supervisions and Norfolk Steps, ensuring compliance is maintained.
• Inputting onto various databases and systems, e.g. TRAC, Cloudbooking, Microsoft Stream, SystmOne, Teams, HealthRoster, other ad-hoc systems and designated spreadsheets, within the required timescales and deadlines.
• To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.
• To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters.
• Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Lead or Business Support Manager. This may require travelling to other sites.
• It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
• To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.



























































































This advert closes on Thursday 22 May 2025

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